Federal Emergency Management Agency and Small Business ...

[Pages:66]FORMS INCLUDED!

GUIDE TO NAVIGATING

Federal Emergency Management Agency and

Small Business Administration

DISASTER AID FOR CULTURAL INSTITUTIONS

This guide is a project of Heritage Preservation in support of the Heritage Emergency National Task Force, a partnership of 40 national service organizations and federal agencies created to protect cultural heritage from the damaging effects of natural disasters and other emergencies. The Task Force is co-sponsored by Heritage Preservation and the Federal Emergency Management Agency.

For more than 30 years, Heritage Preservation () has been the national, nonprofit advocate for the proper care of all cultural heritage--in museums, libraries, homes, and town squares. Heritage Preservation works to save the objects and sites that embody our history, partnering with conservators, institutions, civic groups, and concerned individuals across the nation who care about preserving our past.

The Institute of Museum and Library Services is the primary source of federal support for the nation's 122,000 libraries and 17,500 museums. The Institute's mission is to create strong libraries and museums that connect people to information and ideas. The Institute works at the national level and in coordination with state and local organizations to sustain heritage, culture, and knowledge; enhance learning and innovation; and support professional development.

The National Endowment for the Arts is a public agency dedicated to supporting excellence in the arts, both new and established; bringing the arts to all Americans; and providing leadership in arts education. Established by Congress in 1965 as an independent agency, the Endowment is the nation's largest annual funder of the arts, bringing great art to all 50 states, including rural areas, inner cities, and military bases.

Heritage Preservation receives funding from the National Park Service, Department of the Interior. However, the content and opinions contained in this publication do not necessarily reflect the views or policies of the Department of the Interior.

Guide to Navigating Federal Emergency Management Agency

and Small Business Administration Disaster Aid for Cultural Institutions

Produced by Heritage Preservation in support of the

Heritage Emergency National Task Force

Made possible by funding from the Institute of Museum and Library Services

and the National Endowment for the Arts

Important! This guide was originally published in July 2008 and updated January 2009. However, the federal government policies and forms included in this publication are subject to change. Heritage Preservation will make every effort to maintain the most up-to-date information on its Web site. We encourage you to visit federal for updates.

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Table of Contents

The contents of this publication are also available online at federal.

Application Process......................................................................................................................................1

Applying for Small Business Administration Assistance..........................................................5

Applying for Federal Emergency Management Agency Assistance........................................7

Appendix A: State Emergency Management Agencies...........................................................A1

Appendix B: FEMA Disaster Assistance Policy 9521.3 Private Nonprofit (PNP) Facility Eligibility................................................................. B1

Appendix C: FEMA Disaster Assistance Policy 9521.2 Private Nonprofit Museum Eligibility..........................................................................C1

Appendix D: FEMA Disaster Assistance Policy 9524.6 Collection and Individual Object Eligibility............................................................... D1

Appendix E: FEMA Disaster Assistance Policy 9524.9 Replacement of Animals Associated with Eligible Facilities..................................... E1

Appendix F: SBA Disaster Business Loan Filing Requirements and Form (two copies).. F1

Appendix G: IRS Form 8821 (two copies) and Instructions..................................................G1

Appendix H: FEMA Immediate Needs Funding (INF)......................................................... H1

Appendix I: FEMA Request for Public Assistance Form (two copies)................................. I1

Appendix J: FEMA Private Nonprofit (PNP) Facility Questionnaire (two copies)............ J1

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This publication is a general guide to seeking federal funding to aid in disaster response and recovery. The steps outlined here are based on current federal policies, some of which are under review. Heritage Preservation has tried to ensure the accuracy of the information provided. However, Heritage Preservation assumes no liability for any loss or

damage caused by errors or omissions in this publication. Please read carefully the policies and regulations cited.

Application Process

1. Has a Presidential declaration been issued?

Federal disaster assistance is available only if the President declares a federal emergency or major disaster. To find out if a declaration has been issued, check news/disasters.fema or call your state or local emergency management agency (see the blue pages in your phone book or Appendix A).

In some circumstances, Small Business Administration (SBA) loans may be available without a presidential declaration; check with SBA for their disaster declarations (see page 5 for contact information).

2. Who is eligible to apply for assistance?

Libraries, museums, archives, and all other collecting institutions open to the general public may apply for Federal EmergencyManagement Agency (FEMA) assistance if they are:

1. an eligible private nonprofit*

2. part of a state, local, or tribal government

3. open to the public.

* Carefully review the appropriate FEMA policies: (1) 9521.3 Private Nonprofit Facility Eligibility, which states that museums, zoos, libraries, and arts organizations may be eligible (see Appendix B), and (2) 9521.2 Private Nonprofit Museum Eligibility, which states: "private nonprofit museums are confined facilities which are constructed or manufactured whose primary purposes are to: preserve a documented collection of artistic, historic, scientific or other objects, and exhibit the documented collection to the general public." (See Appendices C & E.)

3. Where should we apply for assistance?

Nonprofit libraries, museums, arts organizations, and all other collecting institutions open to the general public:

? For emergency protective measures and debris removal, apply directly to FEMA Public Assistance (see Appendix I).

? For permanent repairs and/or collections stabilization, apply for a loan from the SBA (see page 5). If the SBA declines the loan application or the damages exceed the amount of the loan, the organization may then apply to FEMA for further assistance.

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State, local, or tribal government libraries, museums, archives, and all other collecting institutions open to the general public may apply to FEMA as part of their state, local, or tribal government's application to FEMA for debris removal, permanent repairs, and/or collections stabilization. (In some cases, a state may designate more than one of its agencies as being appropriate to make application to FEMA.)

Applications to FEMA or SBA: As long as an application is made to one of these programs by the stated deadline, the applicant will be assured of acceptance into and eligibility for either program.

4. What financial support is available?

SBA Support: The SBA can provide low-interest Physical Disaster Loans of up to $1.5 million to repair or replace damaged real estate, equipment, inventory, and fixtures. The loan may be increased by as much as 20 percent to protect the property against future disasters of the same type. These loans cover uninsured or under-insured losses.

FEMA Support: All FEMA assistance is on a reimbursement basis for documented expenses-- in other words, you have to pay for services and supplies and then submit receipts to be reimbursed by an agency of your state.

The minimum federal cost share is 75 percent of the eligible costs; however, the percentage may be changed for a particular disaster. If your facility meets the eligibility criteria and deadlines for applying for assistance, FEMA may offer reimbursement for:

? costs incurred for debris removal (FEMA Category A)

? costs incurred for emergency protective measures, collections stabilization and treatment (FEMA Category B)

? costs incurred for permanent work (repair, restore or replace damaged facility) (FEMA Category E).

Collections: The FEMA Collection and Individual Object Eligibility Policy 9524.6 (Appendix D) states that funding may be available for damaged collections and objects of eligible public or private nonprofit facilities when the collections are:

? on display or in storage in a public or private nonprofit facility, including outdoor sculpture and public art installations, and

? accessioned and catalogued and/or inventoried.

This includes collections in state, local, or tribal government libraries, museums, archives, arts organizations, and all other collecting institutions that meet FEMA's eligibility criteria.

Replaceable Library Books and Publications: FEMA will fund treatment of "special library collections" but not replacement of rare books and other fragile materials. General library books and publications are subject to the provisions of 44 CFR ?206.226(i).

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